To write a business letter for a product return, follow these steps to ensure clarity, professionalism, and proper formatting.

Setting Up a Business Letter for a Product Return

1. Choose a Format: The most common and professional formats for business letters are Block Form and Modified Block Form. In Block Form, all components of the letter are aligned to the left margin [1] [2]. This is generally preferred for its clean and straightforward appearance.

2. Include Your Information (Sender's Address): At the top of the letter, include your full name and mailing address. This is often referred to as the Return Address [3]. For example: Ms. Jane Doe 543 Washington St Marquette, MI 49855 [4] You may also include your phone number and email address [4].

3. Date: Leave two blank lines after your address, then include the current date [3]. For instance, "June 29, 2025."

5. Salutation: Address the letter to the recipient using a formal salutation, followed by a colon (not a comma) [5]. Examples include "Dear Mr. Smith:" or "Dear Customer Service Department:".

4. Recipient's Information (Inside Address): Next, include the full name and title of the person you are writing to (if known), followed by their company's name and address. If you don't have a specific contact person, use the appropriate department name.

6. Body Paragraphs: The body of your letter should be concise and clear, stating your purpose directly.

• First Paragraph: Begin with a friendly opening, then immediately state the main point of your letter – that you wish to return a product [6]. Clearly identify the product, the date of purchase, and the reason for the return. For example: "I am writing to request a return and refund for the [Product Name] (Order #XXXXX) that I purchased on [Date of Purchase] due to [Reason for Return, e.g., product defect, incorrect item, dissatisfaction]." The first paragraph should establish the letter's purpose [5].

7. Closing: Conclude your letter with a polite closing statement, such as expressing your expectation for a prompt resolution or thanking them for their time.

• Second Paragraph (and subsequent, if needed): Justify the importance of your request and provide any necessary details or supporting information [6]. This might include details about troubleshooting attempts, specific issues with the product, or reference to a return policy. You could also mention any enclosed documents, such as a copy of the receipt or order confirmation.

10. Typed Name: Type your full name below your signature.

9. Signature: Leave several blank lines after the complimentary close for your handwritten signature.

8. Complimentary Close: Use a professional complimentary close, such as "Sincerely," or "Regards," followed by a comma.

Example Structure for a Product Return Letter:

11. Enclosures (Optional): If you are including any documents with your letter (e.g., receipt, photos), indicate this by typing "Enclosure:" or "Enclosures:" followed by a list of the enclosed items.

Recipient Name (if known) Recipient Title (if known) Company Name Company Street Address Company City, State, Zip Code

June 29, 2025

Your Name Your Street Address Your City, State, Zip Code Your Phone Number Your Email Address

Dear [Mr./Ms./Mx. Last Name or Department Name]:

I am writing to request a return and refund for the [Product Name] (Order #XXXXX) that I purchased on [Date of Purchase] from your website/store. The reason for this return is [clearly state the reason, e.g., the product stopped functioning correctly after one week of use, the item received was not the one I ordered, I am not satisfied with its performance].

Enclosure: Purchase Receipt

Your Typed Name

(Your Signature)

Sincerely,

Thank you for your time and consideration of this matter. I look forward to your prompt response.

I have attempted [describe any troubleshooting steps taken, if applicable]. I have attached a copy of my purchase receipt for your reference. I would appreciate it if you could provide instructions on how to proceed with the return and refund process.

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